A resource requirements template is the project document that identifies the types, quantities, and characteristics of resources needed to complete the work defined in the work breakdown structure. According to the Project Management Institute (PMI), resource requirements are a key output of the Estimate Resources process in the Resources Performance Domain of PMBOK 8. They serve as essential inputs to multiple downstream processes including Acquire Resources, Develop Schedule, Estimate Costs, and Plan Sourcing Strategy. Accurate resource requirements are the foundation for realistic budgets, achievable schedules, and effective procurement decisions.

What are Resource Requirements?

A resource requirements template provides a structured document that identifies the types and quantities of resources required for each work package or activity in a work package. In PMBOK 8, resource requirements can be aggregated to determine the estimated resources for each work package, each WBS branch, and the entire project. The amount of detail and the level of specificity of the resource requirement descriptions can vary by application area. The resource requirements document may also include the basis of estimates explaining how requirements were determined, along with the assumptions made in deriving those requirements. This documentation supports negotiation, procurement, and resource allocation decisions throughout the project life cycle.

What's Included in This Resource Requirements Template?

• WBS Reference - The work package or activity identifier from the WBS to which each resource requirement belongs, enabling traceability between required resources and the scope of work they support.
• Resource Type and Category - Classification of each required resource by type (human, physical, or virtual) and category (labor, equipment, materials, facilities, IT infrastructure), with the specific role or resource name where known.
• Quantity and Unit of Measure - The number of units of each resource type required, expressed in the appropriate unit of measure (staff hours, days, number of units, etc.).
• Skill Level and Competencies - For human resources, the required experience level, certifications, technical skills, and domain knowledge needed to perform the assigned work.
• Timing and Duration - The period during which each resource is needed, including start and end dates, and whether the requirement is full-time, part-time, or intermittent.
• Resource Constraints and Assumptions - Known constraints on resource availability (e.g., shared resources, geographic restrictions) and assumptions made in deriving the estimate.
• Basis of Estimates - The estimating approach used (analogous, parametric, bottom-up) and the supporting rationale for the resource quantities specified.

How to Use This Resource Requirements Template (PMBOK 8)

1. Estimate resources at the work package level using the WBS - Start with the WBS and activity list. Each work package should have resource requirements documented before rolling up to the WBS branch and project level.
2. Select the appropriate estimating technique for each work package - Use bottom-up estimating for complex or unique work; analogous or parametric estimating for similar work with historical data. Document the technique used in the basis of estimates column.
3. Involve team leads and subject matter experts - Resource estimates made without input from the people who will do the work are frequently wrong. Use expert judgment and structured interviews to validate estimates before finalizing.
4. Feed resource requirements into cost estimating and scheduling - Resource requirements directly drive cost estimates (labor rates × hours) and schedule development (resource availability constrains activity start and finish dates).
5. Use resource requirements as input to the sourcing strategy - When resource requirements exceed internal capacity, the gap informs make-or-buy decisions and procurement planning in the Plan Sourcing Strategy process.
6. Update requirements as the project progresses - In adaptive and hybrid approaches, resource requirements for near-term work are detailed, while future work may be estimated at a higher level and refined as iterations approach.

When to Create This Document (PMBOK 8)

Resource requirements are created as an output of the Estimate Resources process, which is performed once or at predefined points in the project during the Planning Focus Area. In PMBOK 8, resource requirements must be established before the project schedule can be finalized, because activity durations and schedule dates depend on the type and quantity of resources assigned. Resource requirements are updated whenever scope changes, new risks materialize, or lessons learned from completed work affect estimates for remaining activities.

Related Templates

• Resource Management Plan Template
• Resource Calendars Template
• Work Breakdown Structure Template
• Project Schedule Template
• Sourcing Strategy Plan Template

Complete Guide & Filled-In Example

Get the most out of this template with the two companion resources below:

• Resource Requirements in PMBOK 8 - Complete Guide - Understand the purpose, key elements, and best practices before filling in the template.
• Download the Filled-In Example - Project Phoenix - See exactly how this document was completed for a real $72K website launch project.